Executive Assistant to C-Suite

Position Overview

We are a global company headquartered in Hong Kong with a regional office in Malaysia. We are seeking a highly organised, proactive, and discreet Personal / Executive Assistant to provide comprehensive support to the C-suite team, mainly Chief Executive Officer (CEO). This role requires attention to detail, strong time management, and the ability to handle a wide range of administrative and executive support tasks. The successful candidate will act as a gatekeeper and liaison, ensuring seamless daily operations and supporting the CEO in both professional and personal capacities. With the ability to anticipate our team\'s needs and structure processes, you will be excelling in this role by helping to maintain a productive, well-organised, and efficient work environment. Key Responsibilities

Executive Support

Manage the CEO’s calendar, schedule appointments, meetings, and travel itineraries. Coordinate and prepare for internal and external meetings, including agendas, minutes, and follow-ups. Screen and manage communications on behalf of the CEO, including calls, emails, and correspondence. Support with presentations, reports, memos, and other business documents. Maintain strict confidentiality of sensitive information.

Office Administration

Act as the point of contact for office needs, including supplies, maintenance, and equipment. Oversee general administrative duties such as filing, mail handling, and document management. Coordinate office activities and ensure smooth daily operations. Support HR and Finance with onboarding, timesheets, reimbursements, and filing. Assist with the organization of company events, meetings, and team activities. Communicate professionally with internal and external stakeholders on behalf of the CEO. Assist with drafting and reviewing communications, contracts, and proposals. Collaborate with other departments to ensure tasks and requests from the CEO are carried out efficiently.

Job Requirements

Proven experience as an Executive Assistant, Personal Assistant, or Office Manager in a fast-paced environment. A Degree and / or relevant Certificate in Business Administration, Management, or related field. Prior experience in managing small teams or office operations is a plus. Excellent verbal and written communication skills in English and Chinese (additional languages a plus). Strong organisational and multitasking abilities with attention to detail. High level of discretion, integrity, and professionalism. Proficient in MS Office Suite (Word, Excel, PowerPoint, Outlook); familiarity with Google Workspace or similar platforms is advantageous. Ability to work independently, prioritise tasks, and remain calm under pressure.

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